1:1 meeting notes keep getting lost. I need a better system

We started using a separate OneNote notebook for employee reviews/conversations. Our goal was to be able to have copilot summarize all notes taken on an employee so the manager could quickly understand the challenges and opportunities that each employee had over the course of time. It also helps with logging disciplinary conversations. The manager also copies teams call summaries and paste them into the employees notebook page. A manager could have his own employee notebook with everyone on his team having a section or a division could have one notebook and each Manager have a section and then each page could be a team member. This will give division managers the ability to see how their entire team is working. Permissions just need to be set right along with sharing. This system works great for us and is really easy to get quick insights from Copilot on specific team members or managers managing a team.